2016 Board Minutes

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

January 21, 2014 @ 5:30 p.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

Martin Franke       Susan Burger         Bob Shanahan      Jody Blake   Diane Cameron                 
Anna Mendoza                          Richard Kuster                               Jayne Merriman                   
                            Absent  Jerry White    Kim Dunkel 
Martin called the meeting to order at 5:30 p.m.
Amber Taylor, treasure reviewed the library fund balances with the board.
She stated there are three transfers needed to finish out the 2015 budget .  Noted $20,000. could be transferred from the General Operating Fund to the Rainy Day Fund. 1-$4,451.41 from Clean & Sanitation Supplies to Other Operating Supplies; $76.28 from Salary of Assistants to Salary of Treasure; $2,208. from Repairs & Maintenance to Technology. Bob moved to accept Ambers recommendation of transfers. Diane second. Motion carried unanimously.
Election of Officers:
President: Bob nominated Diane Cameron. Jody second. No other nominations. Nominations’ closed.
Motion carried unanimously.
Vice President: Bob nominated Jody Blake. Diane second. No other nominations.
Nominations’ closed. Motion carried unanimously.
Secretary: Martin nominated Kim Dunkel. Diane second. No other nominations.
Nominations’ closed. Motion carried unanimously.
Diane resided.
Minutes: Martin moved to accept the minutes of December 17, 2016 as presented. Bob seconded. Motion carried unanimously. 
Directors Report: Richard presented the staffing report of 34 employees, including two part time hires. Martin noted the Director is an employee of the board. Staff are employees of the Director. Richard stated a form for employees has been submitted and filed with the State for 2015. The bookmobile door issue was discussed. Martin moved to get immediate attention in having a kick plate installed on the present door and then proceed looking for a new door. Jody second. Motion carried unanimously. Richard stated 30 computers for the lab and staff is being installed and Pete from Chester will finish the process on Tuesday next week. Most of the old computers have Windows 7 and will be obsolete. The rest could be donated to the Friends of the Library or PC for Youth. The Dekko Grant projects were discussed at length, which included drawings, permits, quotes, bids, and contractors. Committees were then established.
Facilities-Diane, Martin and Bob
Personnel-Jerry, Susan and Diane
Policy-Bob, Diane and Martin
Review of By Laws- Bob, Susan and Kim
Martin moved to approve the committees. Jody seconded. Motion carried unanimously. The Facilities committee to meet as soon as possible.
Richard stated a Library Strategic Plan needs to be filed with the State every three years, presenting evidence of advancements in services of the LaGrange County Library intend to provide. Richard stated he would form a committee and take on this project.
Reports and Claims: Martin moved to pay claims 759-855 for December in the amount of $350,580.32. (This included mortgage payments) Susan seconded. Motion carried unanimously.
There were no reports from the Personnel, Facilities, or Policy committees.
Correspondence to the Board: A letter from the newspaper Goshen News stating dates of meetings for the newspaper to be published.
Other Business: Bob offered to find the two corner stakes for the property between the library and church, in an initial investigation of property lines, before ordering a survey. If no issues are found, a Quit Claim could be filed.  
New Business: Mareen Barton spoke on efforts to recruit new members for the Friends of the Library. Ways to seek new members was discussed. A meeting has been set for 5:00 p.m. on February 4, 2016 at the Library.
Jody moved to adjourn. Martin seconded. Motion carried unanimously.

 

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

February 18, 2016 @ 5:30 p.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

Martin Franke  Susan Burger Kim Dunkel  Jerry White   Anna Mendoza   Richard Kuster Jayne Merriman                      

             Absent     Diane Cameron   Jody Blake     Bob Shanahan

 

Kim called the meeting to order at 5:30 p.m. 
Minutes: After review Martin moved to accept the minutes of January 21, 2016 as written. Susan seconded. Motion carried unanimously. (See attached)
Representative Joel Gregory of Cannon Solutions reviewed a proposal of purchase, or lease, for six copy machines to replace 8. Discussion followed. Jerry moved to purchase or lease to own, trading in 8 copiers to get 6. Martin seconded. Motion carried unanimously. Further discussion on leasing or purchasing outright, based on cost and service. Joel stated toner, parts, service and labor are covered by this contract of ten years. IP work is not covered. Joel also stated parts for the copiers we have now, are no longer available. After review Martin moved to make an outright purchase of this proposal. Jerry seconded. Motion carried unanimously. (See attached)
Directors Report: Richard reviewed the proposal from Librarica for computer management software, in the amount of $9052.55. This includes licenses, and support updates. (See attached) Jerry moved to accept the quote for software from Librarica. Susan seconded. Motion carried unanimously.
The proposal from Chester was reviewed for two computers, plus accessories, for the bookmobile. Jerry moved to accept the quote from Chester Information Technologies in the amount of $4,485.00. Martin seconded. Motion carried unanimously. (See attached)
Richard explained the need for faster internet speed. The main library has fiber optics, the branches, a T-1 line. The ena proposal was studied, to add 2 t-1 lines, and 60% of the E-Rate. Jerry moved to approve the ena extension. Martin seconded. Motion carried unanimously.
Richard reported the kick plate has been installed on the back bookmobile door. Martin moved to proceed to seek a new back door for the bookmobile. Susan seconded. After discussion, the motion was amended, “not to exceed $2000.” Martin so moved. Susan seconded. Motion carried unanimously.
Richard noted the statistical report, a donation from Noble County Library of a CD display holder, and stated he and staff are re-evaluating which library materials need to be dropped or displayed differently. Also, a survey instrument has been drawn up for patron use, for the purpose to determine a strategic plan on what the community wants for the library. Richard will form a committee to address this issue
Reports and Claims: Jerry moved to pay claims 1-91 for January in the amount of $84,568.12. Susan seconded. Motion carried unanimously. 
Personnel Report: None
Facilities Report: Richard reported 1 bid has been received thus far, out of 4 requests sent out, for a 20x20 addition at the Shipshewana Branch. He has received an extension from Dekko Foundation till the end of August.
Policy Committee Report: No report, but noted the By-Laws need reviewed soon.
Correspondence: From Beers & Mailers noting a Public Hearing on March 24th 2016. Richard will check to see if it is necessary any board member need attend.
No other business:
Martin moved to adjourn. Susan seconded. Motion carried unanimously.

 

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

March 17, 2016 at 5:30 p.m.

LaGrange County Public Library

203 W. Spring Street LaGrange, IN 46761

 

Martin Franke   Susan Burger  Kim Dunkel  Diane Cameron

Bob Shanahan  Jody Blake  Richard Kuster  Jayne Merriman

Anna Mendoza

 

Absent:  Jerry White

 

Diane called the meeting to order at 5:30 p.m.
Minutes:  After review Martin moved to accept the minutes of February 18, 2016 as presented.  Bob seconded.  Motion carried unanimously.  (See attached)
Directors Report:  Richard stated interviews are in progress for mangers position at the Topeka Branch.  Suggest a personnal commettee meeting soon to discuss this issue.  Submitted a quote from Havel for repairs they deem necessary, after their preventative maintenance service on the LaGrange branch for heating and cooling system in the amount of $4,453.25.  (See attached)  Quote discussed and questioned by the board.  The board then tabled the quote and asked Richard to go back to Havel with their questions and get an itemized quote.  Richard stated the IT person will be here next Tuesday to install the computers on the BMB and will set up a program for statistics.  Noted all fourth floor public computers are now located in the computer lab.  Also informed the board the library will be paying $300.00 for a subscription to Monkey for their Strategic Plan Survey which will first be sent to the board and staff for recommendations before distribution to the public for their imput.  The Dekko Grant projects were then reviewed.  Topeka:  Replace door.  Three options were discussed from Landmark Builders.  Bob moved to replace the automatic door, not to exceed $15,000.  Jody seconded.  Motion carried unanimously.  Richard is to contact Dekko to see if the rest of the grant can be used for other projects at Topeka.  LaGrange:  Discussion followed on roof leaks/gutters; or insulation of the roof was most needed.  Bob moved to a quote from Havel for a second ladder to the attic to be installed, paid through the Dekko Grant, not to exceed $3,000.  Martin seconded.  Motion carried unanimously.  Shipshewana:  Richard stated any project over $30,000 needs three bids according to the Public Works Law; and plans prepared by an architect.  He stated WKM (Brent Burris) who has been working on the design will develop the plan for $1,250.  Martin moved to process with WKM, and pay from the grant.  Bob seconded.  Motion carried unanimously.  Board was informed the three bids will be opened at a public meeting.  Shipshewana Tax Abatment:  Martin moved no comment.  Jody seconded.  Motion carried unanimously.  A transfer of funds was recommended.  Bob moved to transfer $20,000.  From LIRF Land to LIRF Equipment to pay for the copiers.  Kim seconded.  Motion carried unanimously.  Discussed price change for Non Resident library cards.  Bob moved to charge $40.00 a card.  Jody seconded.  Motion carried unanimously.
Reports and Claims:  Bob moved to pay claims 92-153 for February in the amount of $75,188.63.  Jody seconded.  Motion carried unanimously.
No Personnal, Facilities, or Policy reports, or correspondence to the Board
Other Business:  The board was in agreement for Richard to contact Larry from teh Methodist Church to move forward with a quick claim deed, after review of the property lines, to set up a meeting with a plan to discuss.  Board asked Richard to set up a meeting between the board and Amber Taylor, the accountant, to discuss changes in the firm.
Jody moved to adjourn.  Kim seconded.  Motion carried unanimously.

 

LAGRANGE COUNTY PUBLIC LIBRARY SPECIAL BOARD MEETING
April 4, 2016 @ 6:00 p.m.
LaGrange County Public Library
203 W. Spring, LaGrange IN
.

                                                   Martin Franke  Susan Burger  Kim Dunkel  Diane Cameron
Jerry White  Richard Kuster  Jayne Merriman  Kitty Helmkamp Anna Mendoza
Absent:  Jody Blake  Bob Shanahan

 

Diane called the meeting to order at 6p.m.

Minutes: Dispense reading of minutes.

Jody moved not to accept Amber Taylors new proposal as treasurer of the LaGrange County Library, and to accept her resignation as of April 15, 2016; that all records are returned to the library by said date. Kim seconded. Motion carried unanimously.

Acceptance of Resignation: Letter presented by Kimberly Dunkel read as resignation as secretary of the Board of Directors. Jody moved to accept. Martin seconded. Motion carried unanimously. (See attached)

Election of new officers: Martin moved to elect Susan Burger as Board Secretary.

Kim seconded. Motion carried unanimously. Bob moved to appoint Kim Dunkel as treasurer of the library. Martin seconded. Motion carried unanimously.

Approval of Purchase of Time and Attendance Software: Jody moved to approve the proposal from IOI for $1968.30 annual cost. Susan seconded. Motion carried unanimously. Richard stated this will provide many new services and save time.

Approval of Purchase of Accounting Software: After discussion Bob moved to accept the quote from banjondata for Fund Accounting Software @$3890.00.

Martin seconded. Motion carried unanimously. (See attached)

Diane read a letter to the board stating a Resolution to appoint a new Library Treasure. Richard noted the law states the treasure will need to be bonded at a cost of $235.00.

Martin moved to adjourn. Jody seconded. Motion carried unanimously.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING
Thursday, April 21, 2016 at 5:30 p.m.
LaGrange County Public Library
203 W. Spring Street
LaGrange, IN 46761

Martin Franke  Susan Burger  Kim Dunkel  Diane Cameron
  Richard Kuster  Jayne Merriman  Jody Blake  Bob Shanahan Anna Mendoza
Absent:  Jerry White

Diane called the meeting to order at 5:30 p.m.
Minutes: Martin moved to accept the minutes of the special meeting April 4th, and regular minutes of March 17, 2016 as presented. Kim seconded. Motion carried unanimously.
Director’s Report: Richard informed the board; Sandy Patka has been given the full time position at the Topeka Branch Library. Two part time people have left the library, and at present part time employees are filling in. Noted the bookmobile had a circulation of over 10,000 last month, breaking their record. Reported the
Library Treasure, Kim Dunkel has been bonded, and she and Richard are officially
on all library accounts. Richard and Anna stated they have been training for the use of the 1O1 software, Time & Attendance/Payroll System which is up and running.  Anna reported the ease and availability of the service of 1O1.
Banyon Accounting system: Anna explained how the new system is working, and is pleased. They have had web training sessions, and can print vouchers, checks, and record data for the first quarter. The system allows all library business paper to remain in the library.
Havel Maintenance Recommendation Revision: The board had requested an itemized proposal after the first quotation. (See attached) After discussion of the new proposal such as mileage costs, sales tax, Martin moved to approve the quote for repairs to the heating and cooling system at the LaGrange Branch.
Susan seconded. Motion carried unanimously.
DEKKO Grant Project: Richard stated the new door at the Topeka Branch is to be installed shortly. He received a quote from Cory Eash (See attached) for insulation at LaGrange, for $7003.00.Discussion followed on why and where the insulation is needed. It was recommended to be installed at the roof line where heat is escaping. Martin moved to accept the quote as presented. Jerry seconded. Motion carried unanimously. Discussion then, on whether that would end ice buildup problem.  The board agreed to have Richard check back for a quote from L.A. Electric for heat tape in the gutters that had been submitted and to contact them again to see what the price would be now. Richard had sent three contractors letters of
Intent of a 20x24 addition to the Shipshewana Branch. The bids were opened from two received and read aloud. Pete’s Construction quote was $42,270.00.  D&S Builders was $45,269. After review of the drawing by WKA, Jerry moved to take the bids under advisement. Kim seconded. After discussion, Jerry revised the motion to say the Facilities Committee will meet soon after making contact with both contractors to clarify the size of said addition, and if they find they both are in compliance will accept a quote. Kim seconded. Motion carried unanimously.
Treasures Bond: The bond has been paid of $235.00. Richard then explained Officers  & Directors Insurance and presented a quote from Cincinnati Insurance.
(See attached) Martin moved to approve the quote of $1329.00. Jerry seconded. Motion carried unanimously.
Strategic Plan Survey: Has been delayed due clerical error. 
Lastly, Richard stated there have been funds of $2000. sitting in the operating fund from the McClasky Trust which was received December 1, 1969 and invested in CDs. He asked the board to move the $2995.65 be moved from operating fund to gift fund, as there were no stipulations. Susan so moved. Martin seconded. Motion carried unanimously.
Reports and Claims: After review of expenses of Chester, Baker & Taylor, and computers on the bookmobile, Martin moved to pay claims 154-239 for March, in the amount of $140,712.29. Susan seconded. Motion carried unanimously.
There were no other reports.
Under New Business: Anna asked the board to sign the form for the Plac card, and asked if the computers that have been replaced could be donated to the Friends of the Library for the book sale May 3, 20016. Board agreed.  Martin asked if the library staff could find some of the libraries mementos,pictures, or items stored away, that could be distributed in the library, expressly in the community room. When those items are located, the facilities will review them.
Martin moved to adjourn. Susan seconded. Motion carried unanimously.

 

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

May 19, 2016 @ 5:30 p.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

                                                               Martin Franke            Susan Burger      Kim Dunkel      Diane Cameron                                                                

Bob Shanahan           Jody Blake           Richard Kuster      

Jayne Merriman             Kitty Helmkamp         Anna Mendoza

                             Absent    Jerry White

 

Diane called the meeting to order at 5:30 p.m.
Minutes: Martin moved to accept the minutes of the Martin moved to accept the minutes of April 21, 20016 as submitted. Susan seconded Motion carried unanimously.
Director’s Report: Richard reported circulation for the bookmobile is down, due to schools still in session.
Staff report: See attached.
Internal Controls resolution: Discussed and signed by the board. (See attached0
Thyssen Krupp Maintenance Agreement: Discussed, and noted a 3.45% increase/
Jody moved to accept the agreement in the amount of $2,685.32. Bob seconded. Motion carried unanimously.
Simplex Grinnell Service Agreement: The sprinkler system was serviced and the company noted the system needs a 5 year flush, plus some replacement parts. Kim moved to accept the agreement in the amount of $1,988.66. Susan seconded. Motion carried unanimously.
DEKKO Grant Project updates: Topeka: New door is installed and paid for. Richard will ask Dekko if remaining funds of $6,988. may be spent for children’s furniture. Noted, a need to know by end of May.  Discussion on love seats with washable covers @1,300. Richard suggested getting one from library funds to check quality and color. Bob moved to purchase one love seat. Martin seconded. Motion carried unanimously. LaGrange: Cory Eash insulated all around the studs and garage for $7,003. Richard has tried to contact LA Electric for the heat tape project to no avail. Discussion suggested looking for someone local who could Preform this work. Shipshewana: A diagram was presented of the architects’ plan for a second handicapped bathroom to be added due to State regulations.
 After a lengthy discussion about possible plumbing issues, narrow entry, the board determined to relocate the door and expand the room to have space for storage.
LOIT Supplemental Distribution: The library will receive $170,269.44 .Bob moved to move that sum from the Operating Fund to the Rainy Day Fund. Martin seconded. Motion carried unanimously.
Treasure’s Bond: Richard presented new insurance policies from Silveus for Liability coverage for library board and officers.
Community Foundation Grant: Richard stated there is $1998. available to the library for a total of $4,799. Discussion followed on funding for programs at all
the branches. 
Strategic Plan Survey: Is in circulation, and patrons are responding.
Reports and Claims: Bob moved to pay claims 24651-24693 for April in the amount of $64,289.06. Jody seconded. Motion carried unanimously.
Personnel Committee Report: Bob reported there are new rules published for any public enmity polices and the committee needs to examine these in regards to overtime for employees.
Facilitites: Committee has been meeting.
Policy Report: The committee has been examining the “By Laws” and will present their findings 15 days before the next board meeting.
Correspondence: Richard stated he received notice the IRS has the wrong name for the library. LaGrange County Library Board, instead of LaGrange County PublicLibrary. He will get this changed by the end of this year.
Martin moved to adjourn. Kim seconded. Motion carried unanimously.



LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

June 16, 2016 @ 5:30 p.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

                                                                  Martin Franke            Susan Burger      Kim Dunkel      Diane Cameron                                                                

Jody Blake           Richard Kuster      Anna Mendoza      Jayne Merriman

           Absent    Jerry White   Bob Shanahan

 

Diane called the meeting to order at 5:30 p.m.
Minutes: Correction of minutes for may were discussed. Pg.1due to schools NOT in session. Pg.2Communtinty Foundation Grant, total $6797. Martin moved to accept minutes of May 19, 2016 as corrected. Kim second. Motion carried unanimously.
Director’s Report: Reported applications for part time position at Topeka to replace Heidi Trivitt who resigned. LaGrange: Circulation 36% higher than all branches due to Bookmobile schools being closed. New CD display racks installed at LaGrange, donated by Noble County Library. Variance Threshold Resolution discussed. (See attached) Martin moved to approve the resolution. Jody seconded. Motion carried unanimously. Dekko Grant Project: Permits for Shipshewana construction are in place to begin June 27th. Discussion on a 10 by 20 ft. shed on property that needs to be removed. Kim moved to donate shed to the Friends of the Library, and if they are unsuccessful in removing it by June 25th Martin should by notified and he will have it removed. Seconded by Jody. Motion carried unanimously. Richard noted, due to changes in the plans for the addition, the contractor is working on a new quote. Topeka: New door working, lock fixed. Martin suggested repairs are needed in the restroom.
Richard presented a quote from LA Electric for heat tape installation in gutters and downspouts for LaGrange of $40,000. After a lengthy discussion the matter was tabled. This quote to be e-mailed to Jerry White for review.
A resolution for a Library Credit Card from Farmers State Bank, with end limits of $5000.  monthly; $1000.00 for individual purchases was discussed. Jody moved to approve this resolution. Martin seconded. Motion carried unanimously.
Richard explained an emergency with a computer virus which could have shut down service occurred and Chester was called to correct. A bill of $1830. needs approval. Kim moved to pay this bill. Susan seconded. Motion carried unanimously. Martin suggested revamping the purchasing policy to authorize the director to act in a event of emergency.
Kim reviewed the new layout of reports of the Library Cash Fund Statement and Actual Disbursements and budget. (See attached)
Claims: Jody moved to pay claims 24695-24768 for May in the amount of $86,343.31. Susan seconded. Motion carried unanimously.
Correspondence. Letter from Topeka about tax allocation.
Jody asked to have reviewed for emergency issues at the library.
Jody moved to adjourn. Martin second. Motion carried unanimously.

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING
July 21, 2016 @ 5:30 p.m.
LaGrange County Public Library
203 W. Spring, LaGrange IN.
Martin Franke     Susan Burger      Kim Dunkel      Jody Blake    Jerry White      
Bob Shanahan   Richard Kuster   Anna Mendoza  Jayne Merriman Kitty Helmkamp
              Absent    Diane Cameron
 
Jody called the meeting to order @ 5:30 p.
Minutes: Martin moved to accept the minutes of June 16, 2016 as presented. Kim seconded. Motion carried unanimously.
Director’s Report:  Staff: Two employees left the library and one more is leaving at end of July. Three part time people are being trained.
Heat tape proposal: From L.A. Electrical for heat tape was $26,895. at the Main Library, to be installed in gutters and down spouts. Richard noted $7003.00 has been spent on insulation from the $30,000. Dekko Grant. He presented a Resolution to Accept the Quote. After discussion Jerry moved to accept the resolution. Jody seconded. Motion carried unanimously. (See attached)
Shipshewana: A quote for remodeling the restroom to comply with the State from D&S Builder was addressed. Kim moved to accept the Resolution as presented. Susan seconded. Motion carried unanimously. (See attached) Richard informed the board there are issues with the heating and cooling system yet to be addressed at Shipshewana.
Topeka: Richard stated he is waiting to hear from the Dekko Foundation. $13,000.00 has been paid for a new door. He is waiting to hear from Dekko, if the remaining $6988.00 could be spent on furniture. Bob moved if allowed by Dekko to purchase furniture. Martin seconded. Motion carried unanimously.
By-Laws: Changes to the by-laws were read and discussed. Susan moved to accept the recommended changes from the committee. Jerry seconded. Motion carried. (See attached) Page 3 Article 4 Section 2; Section 3 Article 7; Section 2.
Bond & Interest: Richard stated the bonds plus interest were paid this month, and will show on next month’s Fund Balance Sheet.
Retirement Plan proposal: Richard presented a plan for Library employees’.
At present full time employees have a PERF plan. After hearing the details and discussion Jerry moved to approve the Resolution to Establish a 457 (b) Retirement Plan as stated. Kim seconded. Motion carried unanimously.
Budget Estimates: Richard and Anna have been studying on line and are revamping the 2017 budget, since there is still time before having to submit it.
Mission Statement: A new mission statement was presented (See attached) After discussion Martin moved to these changes, moved Entertainment to #4. Removed “the” community to “our” community. Kim seconded. Motion carried unanimously. It now reads,
THE MISSION OF THE LAGRANGE COUNTY PUBLIC LIBRARY IS TO PROVIDE EDUCATION, INFORMATION, TECHNOLOGY AND ENTERTAINMENT TO HELP OUR COMMUNITY LIVE, LEARN, AND GROW.
Kim noted changes in the presentation of the Cash fund statement. (See attached)
Claims: Martin moved to pay claims 24769-24827 (except 24817) which was voided for June in the amount of $87,871.08. Susan seconded. Motion carried unanimously.
Personnel, Facilities, Polices, already reported above.
Correspondence to Board: Anna noted Richard has signed the report for Plac Cards and sent to the State Library.
No other Business or New business. 
Martin moved to adjourn. Susan seconded. Motion carried unanimously.

 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

    August 18, 2016 @ 5:30 p.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

Martin Franke            Susan Burger      Kim Dunkel      Jody Blake    Jerry White      

                      Bob Shanahan     Diane Cameron     Richard Kuster   Anna Mendoza                                

Jayne Merriman         Kitty Helmkamp

                                       

 

Diane called the meeting to order @ 5:30 p.

 

Minutes: Jody moved to accept the minutes of July 21, 2016 as presented.  Susan seconded. Motion carried unanimously.

 

Director’s Report:

Staffing: Richard stated one page is leaving, another person being trained.

Bison-tennial: The decorated bison on display at the main library was designed by Susan Burger representing Indiana’s Bicentennial until Sept. 8th. It will then be placed at the LaGrange Court house. The torch relay in celebration will be October 3rd at 11 a.m. around the court house.

 

Chamber of Commerce Ad: An ad has been placed in their magazine by the LaGrange County Public Library for $299.00 for a year.

 

Facilities Committee Report: (See attached)

Main Library: The Board approved unanimously the committee’s recommendation for Situation  #1. D&S Builders to remove and replace screens and clean gutters, before the heat cable is installed estimated at of $2,280.

Situation #2 Approved Dekko Foundation funds balance of $6,988. toward purchase of furniture and accessories for the Topeka Branch.

Situation #3: Service desk at Shipshewana. The Facilities committee met to consider paint, carpet, and a new circulation desk. Different types and colors of carpet were discussed. As Dekko has approved purchasing items with remainder of grant money, Jerry moved that Richard obtain three bids and carpet entire library at the same time. Jody seconded. Motion carried unanimously. Richard presented pictures and information on ready made furniture that can be ordered for the circulation desk. After board discussion, Bob made a motion to move forward in replacing the desk, checking first with local cabinet makers. Susan seconded. Motion carried unanimously.

Situation #4: After discussion, Jerry moved to accept the proposal from Masters Heating & Cooling, Inc. to install a new central heating and cooling unit in Shipshewana Branch for $11,825. Susan seconded. Motion carried unanimously.

Situation #5: Carpet types and paint colors were displayed and discussed. Jerry moved to have Richard attain three quotes for new carpet tiles for the entire library at Shipshewana. Jody seconded. Motion carried unanimously.

 

Group Health Insurance Renewal: Richard submitted a spread sheet of cost for full time employees. (See attached) $58,000. has been budgeted. The library pays $400.00 per employee a year from PHP. (See attached) After discussion, the proposal will go to the Personnel Committee for study and make recommendations, after a representative from PHP speaks to the board.

 

Sprint Mobile Hot Spot Proposal: (See attached) This is a device a patron could check out from the library to receive computer service in their home. After discussion of benefits and possible issues the proposal was tabled till next month, after checking with other libraries on procedures.  Finally Richard suggested board members might want to schedule individual meetings to review the new budget for 2017 before the next meeting. It was decided, an executive meeting for the review will be Wednesday on August 24th @ 4 p.m.

 

Reports & Claims: Martin moved to pay claims 24848-24905 for July in the amount of $331,945.59. Bob seconded. Motion carried unanimously.

 

There were no other reports.

 

Bob moved to adjourn. Susan seconded. Motion carried unanimously.

 



LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

September 15, 2016 @ 5:30 p.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

Martin Franke          Kim Dunkel      Jody Blake       Diane Cameron     Richard Kuster   

Anna Mendoza    Jayne Merriman         Kitty Helmkamp

                              Absent: Susan Burger  Jerry White  Bob Shanahan    

 

Diane called the meeting to order @ 5:30 p.m.

 

Darron  Longnecker of Creative Benefit Solutions presented a spread sheet explaining full time employee health insurance with PHP as is this year, and plans for 2016-17, beginning October 1st, 2016. The library had been grandfathered in, but a 15% price increase will take effect October 1st. (See attached) These different plans were discussed and reviewed by the staff and library board.

Martin then moved, the library pay an additional fifty dollars per month, per full time employee.  ($400.00 to 450.00) for policies PHP-HAS-QP54 or PHP-TRAD-P850. Jody seconded. Motion carried unanimously.

 

John Mazur of Valic Financial Advisors, Inc. detailed a 457 (b) Retirement Plan, discussed at the last board meeting. It compares to a 401K plan. This new plan is for any individual employee wishing to invest at no cost to the library. Martin moved to authorize staff to use this plan if they choose too. Kim seconded. Motion carried unanimously.

 

Minutes: Jody moved to accept the minutes of August 18, 2016 as written. Martin seconded. Motion carried unanimously.

 

Director’s Report: Richard presented a “Notice to Taxpayers” (See attached) which was submitted on line.

Shipshewana Construction Update: Martin and Richard have delivered the new door. Masters heating and Cooling will begin installing the new HVAC system Sept. 20th, in the mornings before the library opens at 11:30 AM. Monday the security lock for the door will be installed. Richard presented three quotes for new carpet. (See attached) Discussion followed on the quotes and discussion followed regarding carpet for just new addition at this point in time, or entire library.

LaGrange: The heat cable installation will be complete next week. Richard noted a HVAC fan is nonworking at the main Library, and needs replacing as the bearings no longer work. (See attaché Proposal)) After discussion, Martin moved to authorize Richard to have Havel replace the fan up to $2,500.00. Jody seconded. Motion carried unanimously.

Staffing: One part time employee short at present.

Employee Evaluation Software: Richard stated he is looking for a computer program for employee evaluations which are done yearly. Discussion on computer program, or paper followed.

Richard presented an agreement the previous director had signed allowing Impact (G.E.D. classes) to hold classes at the library, which are still held. After discussion, the board directed Richard to check with Impact and secure a copy that they are providing necessary liability insurance and coverage for theft or damage of their equipment, and waive liability for loss of equipment. Also board noted any polices or license agreements received in the future should be brought before the board before signing.

 

Reports & Claims: Martin moved to pay claims for August, 2016 24906-24967 including EE check in the amount of $73,978.43. Jody seconded. Motion carried unanimously.

 

New Business: The carpet for Shipshewana was discussed again. Kim moved to authorize Richard to revisit the three proposals for cost and quality, and report to the facilities committee his findings. Jody seconded. Motion carried unanimously.

 

Jody moved to adjourn. Martin seconded. Motion carried unanimously.



 

LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

October 20, 2016 @ 5:30 p.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

                       Martin Franke          Kim Dunkel      Diane Cameron   Bob Shanahan  Susan Burger              

Richard Kuster       Anna Mendoza              Jayne Merriman         Kitty Helmkamp

                              Absent: Jody Blake     Jerry White 

 

Diane called the meeting to order @ 5:30 p.m

 

Review Approval of Minutes: Martin moved to approve the minutes as presented. Kim seconded. Motion carried unanimously.

 

Director’s Report: Budget Resolution: Diane read the Ordinance of Resolution for Appropriations and Tax Rates. (See attached) After which Bob moved to approve this resolution as written and filed on line. Susan seconded. Motion carried unanimously. Bob also moved to sign the Bank Resolution (See attached) to convert funds in checking to savings. Susan seconded. Motion carried unanimously.

Reference USA License Agreement: (Inforgroup  see attached) Richard explained this to be a data base of information on businesses or individuals in the USA for use to anyone having Wi-Fi and a library card, at the library or branches at no cost to the patron. Cost to the library would be $2995. yearly. Martin moved to accept this contract. Kim seconded. Motion carried unanimously.

Umbaugh CPA Visit: Todd will inform the board about refinancing the bond debt by the first of the year at the next meeting.

Silveus Insurance visit: Sandy Ringler will be explaining the commercial Package Coverage for the last year of the 3 year policy @1800.00

Havel Quotation: Richard noted a new proposal submitted from Havel for replacement of a HVAC fan came to more than was approved by the board of $2500. (See attached) Martin moved to authorize Richard to have Havel replace the fan @$3,120.40. Susan seconded. Motion carried unanimously.

Resolution from the LaGrange County Community Foundation was presented. (See attached) Martin moved to with draw the $1784. to be used for library programming, and to sign a Resolution to Transfer Funds Between Line items within the General Operating Fund. (See attached) Kim seconded. Motions carried unanimously.

 

Reports and Claims: Bob moved to pay claims Electronic 99-157 and check 24968-25027 for September in the amount of $107,164.29. Susan seconded. Motion carried unanimously.

 

Facilities: Diane presented a proposal from FLOOR TO WALL for carpet tile and tile in front of outside doors and labor for the Shipshewana Branch in the amount of $11,501.82 stating half would need to be paid when carpet is ordered.

 

Other business: Bob stated he has had a request from the Genealogy volunteers for improving that department. After discussion the board asks they submit a letter to the board stating their request so they can be reviewed by the board and a determination can be made. Anna noted the Genealogy Society has resolved and volunteers will work by appointments only.

 

 

Bob moved to adjourn. Susan seconded. Motion carried unanimously.




LAGRANGE COUNTY PUBLIC LIBRARY BOARD MEETING

                                            November 17, 2016 @ 5:30 p.m.

LaGrange County Public Library

203 W. Spring, LaGrange IN.

Martin Frank     Kim Dunkel      Diane Cameron     Susan Burger    Jody Blake

          Richard Kuster       Anna Mendoza              Jayne Merriman         

                              Absent:  Jerry White   Bob Shanahan

 

Diane called the meeting to order @ 5:30 p.m.

 

Representatives from Umbaugh & Associates presented a proposed refunding of General Obligation Bonds of 2009, Series A. (See attached) for board consideration.

Two options were offered for payment. It was noted to renew the bonds within 90 days could lower the rate of interest of the bonds from 4.17% to 3.07% approx.

Option one could save $380,000. Option two could save $689,006. Bond payments for 2017-2018 would be put in escrow. After questions and discussion, Jody moved to proceed restructuring of the bonds, which could be revoked at the December Board meeting if needed. Kim seconded. Motion carried unanimously.

 

Minutes: Martin moved to approve the minutes of October 20, 2016 as presented. Susan seconded. Motion carried unanimously. (See attached)

 

Reports and Claims: Were reviewed. Jody moved to pay EE 159-216 and check 339, also 25028-25086   in the amount of $171,359.12 for October. Susan seconded. Motion carried unanimously. (See attached)

 

Director’s Report: Employee Evaluations: Richard presented two new forms for review. One for an Employee Self Evaluation, the other a form for the Director and Assistant Director. (See attached) Martin then moved to accept a Resolution Adopting Classification of Employees and Salary Schedule for 2017. (See attached) Kim seconded. Motion carried unanimously.

A Resolution Authorizing Payment Adjustments for Library employees was presented and discussed. (See attached) Jody moved to accept this resolution. Susan seconded. Susan second. Motion carried unanimously.

Amendments to the Employee handbook was presented and reviewed. Jody moved to accept this amendment. Martin seconded. Motion carried unanimously.

Richard noted an employee Christmas pot luck will take place at the Library December 1, 2016 with the library closing at 6:30.

Presented four quotes for a new circulation desk at the Shipshewana Branch. Jody moved to accept the low quote of $8700.00 from Hi Point. Kim seconded.

Motion carried unanimously.

Also he noted an invoice from D&S Builder for gutter repair and cleaning at the LaGrange Building @ $4080.00 Jody so moved to pay this invoice. Kim seconded. Motion carried unanimously.

Richard informed the board there is to be a staff meeting tomorrow at the library,

with the libraries closing at noon, and he had attended the Indiana Library Federation Conference.

 

A Resolution to Recommend a Transfer of Funds was approved by Kim and seconded by Jody. Motion carried unanimously. (See attached)

 

An Easement for the Shipshewana Branch was reviewed and discussed. (See attached). Martin moved to table the agreement until more information is acquired. Kim seconded. Motion carried unanimously.

 

Diane read a letter from Butler Engineers about a road repavement project of US 120 through Howe In. No action was needed.

Also correspondence from genealogy was tabled until Bob Shananhan returns.

 

Martin moved to adjourn. Jody seconded. Motion carried unanimously.


Board Minutes and Agenda